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Georgia Southern Scholars

Shared Tabs/Sections

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Output and activity records in GS Scholars share many of the same tabs, sections, and fields. This page houses general instructions for these shared components, which are then linked to or "mapped" to other pages on the GS Scholars guide. The instructions on this page are organized alphabetically by record tab and section for all record types and templates. As such, the instructions on this page do not correspond to any particular record type or template and should not be followed as presented here. Rather, follow the links from the Managing Content homepage to find instructions relevant to particular record types.

Need help? Contact the GS Commons Team.
 

Tasks

Tabs & Sections

Create a New Record or Open an Existing Record

1. Log in to your GS Scholars profile.

2. To create a new record, click + Add content, then select the submission type appropriate to your work:

Screenshot of the process of adding content

3. Alternatively, to update an existing record, click the dropdown menu on the Personal tab, then click My research output under the appropriate submission type header for the record you want to open. Use the search bar to locate and open the record:

Screenshot of Personal tab menu and search box

If you need any help creating a new record or opening an existing record, contact the GS Commons Team.

Available Updates Tab

If you open an existing record with available updates from an online source, then the record will automatically open on the Available Updates tab. Updates are highlighted in yellow.

For each update, click the radio button to select your preferred option, then resave the record. After you make updates and resave the record, the Available Updates tab will be hidden until new updates become available. Reopen the record at any time to continue making edits, including to any updated fields.

screenshot of Update tab and features

If you need any help with the Available Updates tab, contact the GS Commons Team.

Fingerprints Tab

Edit the fingerprints associated with the record on the Fingerprints tab. Similarly, restore fingerprints by reversing these steps for any omitted concepts and disabled categories. When you are done making changes, click Save at the bottom of the record. Learn more about fingerprints on the GS Scholars FAQ.

To remove fingerprint categories:

  1. Select the category you want to remove.
  2. Change the blue On switch to Off.
  3. Click Save.

To remove individual fingerprint concepts:

  1. Select the individual concept you want to remove.
  2. Click on the Red Cross.
  3. Click Save.

Screenshot of Fingerprints section

If you need any help with the Fingerprints tab, contact the GS Commons Team.

History and Comments Tab

Under the Comments heading on the History and Comments tab, add a comment to the record's history. Comments are helpful for preserving information about changes to a record over time. To add a comment, click Write a comment about the content, write your comment, then click Save.

Emails are currently disabled, so leave the email section blank.

Screenshot of comment field

If you need any help with the History and Comments tab, contact the GS Commons Team.

Manage Duplicates Tab

The Manage Duplicates tab can help identify and merge duplicate records. For example, GS Scholars may import multiple records for the same work if it is unable to match the records at the time of import. In some instances, GS Scholars will recommend possible duplicates, for example when two records have identical titles.

At any time, click Search for other candidates to search for additional potential duplicates. If you find any records that you want to merge, click Merge to start the process.

Please note: GS Scholars does not allow you to merge records using different record templates. When this occurs, the best course of action may be to delete the record you don't want. For example, GS Scholars may include separate records for a conference paper and a corresponding presentation. However, many faculty prefer one record corresponding to the conference paper. In this case, we recommend that you delete the presentation record rather than merge the records.

screenshot of Merge Duplicates tab with callouts

Check the boxes beside at least two records that you want to merge. Click Start merge and complete any subsequent prompts.

screenshot of merge screen with callouts

If you need any help merging or deleting records, contact the GS Commons Team.

Metadata Tab: Authors and Affiliations

For the Authors and Affiliations section, you may have multiple organizational affiliations listed, including research centers, institutes, and Research Impact Areas. If one or more of these is not relevant to a particular output, remove it by clicking on the Subtract symbol next to the name. Conversely, you can add an affiliation by clicking Add Organizational Unit…

For yourself and any other current Georgia Southern faculty, make sure that the department where you hold your faculty appointment appears under your name.

Screenshot of author fields

Add any related Research Impact Areas by clicking Edit next to your name, then clicking Affiliate to another organizational unit. Add any relevant Georgia Southern centers or institutes in the same way. If Georgia Southern University appears as a separate affiliation or as an author, remove it.

screenshot of Authors and Affiliations section with callouts.

To add additional authors, click Add person… and either search for another current faculty member (i.e., internal person) or add an external person. Use the Up and Down arrows to arrange authors as they appear on the work.

If you are importing works from one or more previous institutions, make sure that your current department affiliation appears above the external institution where you served at the time that the work was published. To do this, click Edit next to your name, add the external organization, then click Update.

screenshot of Authors and Affiliations section with callouts.

If you need any help with the Authors and Affiliations section, contact the GS Commons Team.

Metadata Tab: Bibliographical Note

Use the Biographical Note section to provide any information important for citing or acknowledging the work. If no specific bibliographical information is needed, leave this section blank.

screenshot of Bibliographical Note section

 

If you need any help with the Bibliographical Note section, contact the GS Commons Team.

Metadata Tab: Commissioning Body

To add a commissioning body, click Add commissioning body. Search for and select an existing commissioning body if one exists. If there is no commissioning body, leave this section blank.

If a record does not exist, click Create new, complete the fields, then click Create.

screenshot of Commissioning Body section

If you need any help with the Commissioning Body section, contact the GS Commons Team.

Metadata Tab: Electronic Version(s), and Related Files and Links

Add any relevant documents or links in the Electronic Version(s), and Related Files and Links section. If there are no related documents or links, leave this section blank.

We strongly encourage you to include a link to the final published version of the work if available, ideally a DOI or the publisher's URL. We also encourage you to upload a post-print of the work if this is allowed. If the final published version of the work is open access, be sure to select Open in the Public access to file field. This will add the Open Access logo to the record and make it searchable as open access. Add Creative Commons license information as well if it is available.

If you upload a copy of the final published version, a post-print, or a pre-print, please ensure that the terms of publication permit this.

screenshot of Electronic versions section

If you need any help with the Electronic Version(s), and Related Files and Links section, including with copyright terms or posting a file, contact the GS Commons Team.

Metadata Tab: Event

If your work is related to a conference, meeting, or other scholarly event, add this relation in the Event section. If there is no related event, leave this section blank.

To add a related event, click Add event. Search for and select an existing event if one exists. If a record does not exist, click Create new, complete the fields, then click Create. The GS Commons Team will update the event information if needed.

screenshots of Event fields

If you need any help with the Event section, contact the GS Commons Team.

Metadata Tab: External Publication IDs

Do not edit this section in any way or add additional source IDs.

If you need any help with the External Publication IDs section, contact the GS Commons Team.

Metadata Tab: Funding

Add any related funding information in the Funding section. If there is no related funding information, leave this section blank.

Use the Funding text on Record field to add any required acknowledgment or disclosure information to the record. Click Add funding details to add the funding organization, an acronym for the organization, and funding numbers. Click Add funding organization to search for or create a funding organization to associate with the record. If a funding organization does not exist, click Create external organization and complete the fields. The GS Commons Team will update the funding organization if needed.

screenshots of Funding fields with callouts

 

If you need any help with the Funding section, contact the GS Commons Team.

Metadata Tab: Host Publication

For the Host Publication section, complete the following required and optional fields:

  • Title of the host publication in original language (required)
    Enter the title of the work in the original language of the body of the work. Use upper and lower case letters and punctuation according to what appears on the work and/or your preferred citation style. Remove any imported HTML tags.

screenshot of Title of the host publication in original language field

 

  • Subtitle of the host publication in original language
    Enter the subtitle of the work in the original language of the body of the work. Use upper and lower case letters and punctuation according to what appears on the work and/or your preferred citation style. Remove any imported HTML tags.

screenshot of Subtitle of the host publication in original language field

 

  • Publisher
    Click Add Publisher to add a publisher for the work if available. Search for and select an existing publisher if one exists. If a publisher does not exist, click Create New, complete the fields, and click Create.

screenshots of Publisher fields with callouts

  • Volume
    Enter the volume number of the work if available. If no volume number exists, leave this field blank.

screenshot of Volume field

 

  • Edition
    Enter the edition number of the work if available. If no edition number exists, leave this field blank.

screenshot of Edition field

 

  • Place of publication
    Enter the location of publication in City, State/Territory, Country format if available. If no place of publication exists, leave this field blank.

Screenshot of Place of publication field

 

  • ISBN (Print)
    Enter one or more ISBNs for the print version of the work if available. If no print ISBNs exists, leave this field blank.

screenshot of ISBN (Print) field

 

  • ISBN (Electronic)
    Enter one or more ISBNs for the electronic version of the work if available. If no electronic ISBNs exists, leave this field blank.

screenshot of ISBN (Electronic) field

 

  • Editors of the host publication
    Click Add editor... and complete the First Name and Last Name fields to add one or more editors for the host publication if available. If no editors exist, leave this field blank.

Screenshot of Editors of the host publication field

 

If you need any help with the Host Publication section, contact the GS Commons Team.

Metadata Tab: Inventors and Affiliations

For the Inventors and Affiliations section, you may have multiple organizational affiliations listed, including research centers, institutes, and Research Impact Areas. If one or more of these is not relevant to a particular output, remove it by clicking on the Subtract symbol next to the name. Conversely, you can add an affiliation by clicking Add Organizational Unit…

For yourself and any other current Georgia Southern faculty, make sure that the department where you hold your faculty appointment appears under your name.

Screenshot of the inventors field

 

Add any related Research Impact Areas by clicking Edit next to your name, then clicking Affiliate to another organizational unit. Add any relevant Georgia Southern centers or institutes in the same way. If Georgia Southern University appears as a separate affiliation or as an inventor, remove it.

Screenshot of the inventors field

 

To add additional inventors, click Add person… and either search for another current faculty member (i.e., internal person) or add an external person. Use the Up and Down arrows to arrange authors as they appear on the work.

If you are importing works from one or more previous institutions, make sure that your current department affiliation appears above the external institution where you served at the time that the work was published. To do this, click Edit next to your name, add the external organization, then click Update.

Screenshot of the inventors field

 

If you need any help with the Inventors and Affiliations section, contact the GS Commons Team.

Metadata Tab: Journal

The Journal section may include different fields depending on the record template.

  • Journal (required)
    Search for and select an existing journal if one exists. If a journal does not exist, click Create New, complete the fields, and click Create

screenshots of Journal field

  • Volume
    Enter the volume number of the journal if known. If the volume number is not known, leave this field blank.

screenshot of volume field

 

  • Issue number
    Enter the issue number of the journal if known. If the issue number is not known, leave this field blank.

screenshot of Issue Number field

 

  • Publisher
    If this section includes a Publisher field, search for and select an existing publisher if one exists. If a publisher does not exist, click Create New, complete the fields, and click Create. If the publisher is not known, leave this field blank.

screenshot of Publisher fields

If you need any help with the Journal section, contact the GS Commons Team.

Metadata Tab: Keywords

The Keywords section may include different fields depending on the record template. For the Keywords section, GS Scholars allows you to add a variety of keywords and descriptors to your work. Adding or editing keywords is optional; however, we strongly recommend adding UN Sustainable Development Goals (SDGs) to you work where appropriate.

  • Sustainable Development Goals (SDGs)

    The United Nations Sustainable Development Goals (SDGs) are a set of 17 interconnected objectives addressing global challenges such as poverty, inequality, climate change, and sustainable development. These goals provide a comprehensive framework for countries, organizations, and individuals to work towards a more equitable, prosperous, and sustainable future by 2030.

    Researchers find the SDGs invaluable as they offer a universal language and roadmap for aligning their work with global priorities. By addressing the SDGs in their research, scholars contribute directly to solving pressing societal issues, guiding policy decisions, and fostering collaboration across disciplines and sectors. Furthermore, the SDGs provide researchers with a basis for measuring and assessing the impact of their work, facilitating accountability and evaluation of research outcomes. Overall, the SDGs serve as a catalyst for meaningful research that promotes positive social, economic, and environmental change on a global scale.

    GS Scholars includes SDG information imported from Scopus and added manually by faculty and administrators. By adding one or more SDGs to your work, it will be searchable by SDG in GS Scholars and the SDG badges will display in the record.

screenshot of UN Sustainable Development Goals fields with callouts

Here is an example record displaying an SDG badge:

screenshot of example record with SDG badge and callouts

 

  • Scopus Subject Areas
    The All Science Journal Classification (ASJC) system is used by Scopus to classify journals and conference proceedings into four broad subject areas: life sciences, physical sciences, health sciences, and social sciences and humanities. Within these subject areas, the ASJC includes 27 categories, which are further divided into 334 subcategories. The ASJC also includes a class for multidisciplinary titles. The ASJC is based on the aims and scope of the title, and on the content it publishes. When a new journal and conference proceeding is added to Scopus, in-house experts classify the title and all its content according to the ASJC.

Adding one or more Scopus subject areas increases the discoverability of any works not indexed in Scopus when someone searches GS Scholars using ASJC keywords.

screenshot of ASJC Scopus Subject Areas fields with callouts

 

  • Disciplines
    Search for and add Dublin Core (DC) Disciplines to your work. Disciplines are good for indicating how your work is likely to be described in online archives or institutional repositories like Georgia Southern Commons.

screenshot of Dublin Core Disciplines fields with callouts

 

  • Keywords (free text)
    Add one or more free text keywords to your work. Free text keywords are helpful when LC, DC, or other available classification schemes lack sufficient granularity or currency to describe your work. As you type, GS Scholars will suggest free text keywords that have been added to the platform previously. To add a keyword, click on a suggested keywork or press Enter on your keyboard when you are done typing.

screenshot of Keywords (free text) fields with callouts

 

If you need any help with the Keywords section, contact the GS Commons Team.

Metadata Tab: Patent

For the Patent section, add the following patent information as available. All fields are optional but recommended.

  • IPC
    Enter one or more International Patent Classification (IPC) codes for the patent.

screenshot of IPC field

 

  • Patent Number
    Enter the patent number for the patent.

screenshot of Patent Number field

 

  • Filing Date
    Enter the filing date for the patent.

screenshot of Filing Date field

 

  • Publisher
    Click Add publisher... to search for or create a publisher for the patent. Click Create new and complete the fields to add a new publisher. The GS Commons Team will update the publisher information if needed.

screenshot of Publisher field

 

  • Country/Territory
    Select the country or territory where the patent is registered from the dropdown.

screenshot of Country/Territory field

 

  • Priority Number
    Enter the priority number for the patent.

screenshot of Priority Number field

 

  • Priority Date
    Enter the priority date for the patent.

screenshot of Priority Date field

 

If you need any help with the Patent section, contact the GS Commons Team.

Metadata Tab: Publication Information

The Publication Information section may include different fields depending on the record template. 

  • Original language (required)
    Select the original language of the body of the work from the dropdown.

Form field for Original language
 

  • Title of the contribution in original language (required)
    Enter the title of the work in the original language as specified in the Original language field. Use upper and lower case letters and punctuation according to what appears on the work and/or your preferred citation style. Remove any imported HTML tags.

Form field for Subtitle of the contribution in original language

 

  • Subtitle of the contribution in original language
    Enter the subtitle of the work in the original language as specified in the Original language field. Use upper and lower case letters and punctuation according to what appears on the work and/or your preferred citation style. Remove any imported HTML tags.

Form field for Subtitle of the contribution in original language
 

  • Abstract
    Enter the abstract in the original language as specified in the Original language field. Use upper and lower case letters and punctuation according to what appears on the work and/or your preferred citation style. Use the character tool to format text and remove any imported HTML tags.

screenshot of Abstract field

 

  • Pages (from-to)
    If this section includes a Pages (from-to) field, enter the first and last page numbers separated by a hyphen if they are known. If neither page number is known, leave the field blank. If only the first or last page number is known, signify the unknown number with a question mark. For example:  24-?

Screenshot of Pages (from-to) field

 

  • Number of pages
    If this section includes a Number of pages field, enter the total number of pages. If the number of pages is unknown, leave the field blank.

screenshot of Number of pages field

 

  • Chapter
    If this section includes a Chapter field, enter the chapter number. If there is no chapter number or the chapter number is unknown, leave the field blank.

screenshot of chapter field

 

  • Article number
    If this section includes an Article number field, enter the article number. If there is no article number or the article number is unknown, leave the field blank.

screenshot of Article number field

 

  • Media of output
    If this section includes a Media of output field, the format type of the output. If the format type is not listed or is unknown, select No value.

screenshot of Media of output field

 

  • Size
    If this section includes a Size field, enter the size of the output in standard units (e.g., KB, MB, GB, TB, PB). If the size of the output is not known, enter a reasonable estimation or leave the field blank.

screenshot of Size field

 

If you need any help with the Publication Information section, contact the GS Commons Team.

Metadata Tab: Publication Managed by

For the Publication Managed By section, make sure that the department where the first current Georgia Southern author holds their faculty appointment appears here.

Screenshot of Publication managed by section

If you need any help with the Publication Managed by section, contact the GS Commons Team.

Metadata Tab: Publication Status

For the Publication Status section, your research output may go through a number of stages on its journey to publication. Edit the Publication Status section according to the following definitions:

  • In preparation
    Enter the date that the work is being prepared for submission. By default, the record's visibility is set to Backend - restricted to Pure users and so will not appear on the GS Scholars portal.
     
  • Submitted
    Enter the date that the work was submitted to a journal for peer review. By default, the record's visibility is set to Backend - restricted to Pure users and so will not appear on the GS Scholars portal.
     
  • Accepted/In Press
    Enter the date that the work is approved, following all peer review changes. By default, the record's visibility is set to Public - No restriction and will appear on the GS Scholars portal.
     
  • E-pub ahead of print
    Enter the date that the publisher-formatted version was made available on the publisher’s webpage. The record can be updated to include a link. By default, the record's visibility is set to Public - No restriction and will appear on the GS Scholars portal.
     
  • Published
    Enter the date that the work was formally published. The record can be updated to include volume, issue and page numbers. By default, the record's visibility is set to Public - No restriction and will appear on the GS Scholars portal.

Screenshot of Publication status section

If you need any help with the Publication Status section, contact the GS Commons Team.

Metadata Tab: Publisher

The Publisher section may include different fields depending on the record template. All fields in this section are optional.

  • Publisher
    Click Add Publisher to add a publisher for the work if available. Search for and select an existing publisher if one exists. If a publisher does not exist, click Create New, complete the fields, and click Create

screenshot of Publisher field

  • Volume
    If this section includes a Volume field, enter the volume number of the work if available. If no volume number exists for the work, leave this field blank.

screenshot of Volume field

 

  • Edition
    If this section includes an Edition field, enter the edition number of the work if available. If no edition number exists for the work, leave this field blank.

screenshot of Edition field

 

  • Place of Publication
    If this section includes a Place of Publication field, enter the location of publication in City, State/Territory, Country format if available. If no place of publication exists for the work, leave this field blank.

screenshot of Place of Publication field

 

  • ISBN (Print)
    If this section includes an ISBN (Print) or a Print ISBN field, enter the ISBN of the print version of the work if available. If no print ISBN exists for the work, leave this field blank.

screenshot of ISBN (Print) field

 

  • ISBN (Electronic)
    If this section includes an ISBN (Electronic) or an Electronic ISBN field, enter the ISBN for the electronic version of the work if available. If no electronic ISBN exists for the work, leave this field blank.

screenshot of ISBN (Electronic) field

 

If you need any help with the Publisher section, contact the GS Commons Team.

Metadata Tab: Relations

If the record is related in any way to one or more additional output or activity records in GS Scholars, you can add these relations in the Relations section. Relations provide an effective way to show relationships between scholarly outputs and activities, such as:

  • Showing what outputs or activities were produced under a specific project or grant.
  • Showing what outputs or activities were derived from a graduate thesis.
  • Showing what activities contributed to an eventual publication.
  • Showing what scholarly outputs or activities led to an invited paper, presentation, and/or press/media activity.

To add a relation, click the + icon for the category of output or activity that you want to search, then click on the record you want to relate in the dropdown.

Please note: You may only search for existing records from the Relations section

screenshot of Relations fields with callouts

If you need any help with the Relations section, contact the GS Commons Team.

Metadata Tab: Series Information

If the work has been published as part of a series, click Add publication series... to include this information in the Series Information section. Complete the following fields as information is available.

In the Name field, enter the name of the series. In the Publisher name field, enter the name of the series' publisher. In the ISBN (Print) field, enter one or more ISBNs for the print version of the work. In the ISBN (Electronic) field, enter one or more ISBNs for the electronic version of the work. In the Volume field, enter the volume number of the work. In the Number field, enter the issue number of the work.

screenshot of Series Information field

If you need any help with the Series Information section, contact the GS Commons Team.

Metadata Tab: Supervisors

Include thesis supervisors, advisors, committee members, and related organizations in the Supervisors section. Click Add person... to search for or create supervisors, advisors, and committee members. Select the individual's appropriate supervisory role and organizations, then click Create.

screenshot of Supervisors section

If you need any help with the Supervisors section, contact the GS Commons Team.

Metadata Tab: Thesis Information

For the Thesis Information section, complete the following fields.

  • Date of Award
    Add the date that the degree or qualification was awarded. If the day is unknown, use the first day of the month (01). If the month is unknown, use May (05).

screenshot of Date of Award field

 

  • Qualification
    Select the awarded qualification as it appears on your diploma or transcript. If an appropriate qualification does not appear in the dropdown, contact the GS Commons team at digitalcommons@georgiasouthern.edu to add the qualification.

screenshot of Qualification field

 

  • Awarding Institution
    Click Add Awarding institution... to search for or create the institution that awarded the degree or qualification. To create an institution, click Create new organization (external) and complete the fields. The GS Commons Team will update the institution information if needed.

screenshot of Awarding Institution field

 

  • Sponsors
    Click Add External organization... to search for or create any external organization(s) that sponsored or supported the degree or qualification. To create a sponsor, click Create external organization and complete the fields. The GS Commons Team will update the organization's information if needed.

screenshot of Sponsors field

 

If you need any help with the Thesis Information section, contact the GS Commons Team.

Metadata Tab: Type

For the Type section, indicate whether the work is Peer-Reviewed or Not Peer-Reviewed. Broadly, "peer review" may be understood as any review process where one or more experts in the topic or subject of the work has authority to reject the work for a particular purpose, including presentation or publication. Criteria for peer-review status may differ by audience and/or discipline. If you do not know the peer-review status of the work, select Not Peer-Reviewed.

screenshot of Type section.

 

If you need any help with the Type section, contact the GS Commons Team.

Metadata Tab: Visibility

The Visibility section determines whether a record appears on the GS Scholars portal. The four available visibility statuses are:

  • Public - No restriction: The content is visible on the GS Scholars portal.
  • Campus - Restricted to specific IP range: Do not use.
  • Backend - Restricted to Pure users: The content is visible only on the back end to others logged in with a GS Scholars account.
  • Confidential - Restricted to associated users and editors: The email addresses of those who can view the record will be displayed. This includes other contributors as well as platform administrators.

For most records, the default setting is Public - No restriction. The default setting for research outputs depends on their publication status. Outputs that are In preparation or Submitted have the default setting of Backend - Restricted to Pure users. Outputs with the status E-pub ahead of print or Published have the default setting Public - No restriction.

The colored dot associated with each visibility status will appear in your content lists.

Screenshot of visibility section

If you need any help with the Visibility section, contact the GS Commons Team.

Metadata Tab: Activity Information

The Activity Information section may include different fields depending on the record template. 

  • Consultancy work for (required)
    If this section includes a Consultancy work for field, select the type of organization or event for which the consultancy work was provided.
    • Event - any event such as a conference or meeting
    • Organizational Unit - a college or other department within Georgia Southern University
    • External Organization - any organization which is not under Georgia Southern University

When selecting one of the above options you will be prompted to add the event or organization. Search for and select an event or organization if one exists. If the event or organization does not currently appear in the search results, click Create New, complete the fields, and click Create.

Screenshot of the process of adding an event

  • Title
    If this section includes a title field, enter the title of the activity. Use upper and lower case letters and punctuation according to documentation referring to the activity and/or your preferred citation style. Remove any imported HTML tags.

Screenshot of the title field

  • Description
    If this section includes a description field, enter a brief description of the activity.

Screenshot of the description field

  • Period (required)
    If this section includes a period field, then in the start date section you have the option to enter the specific date of the visit or a period of time over which the visit occurred.

    Screenshot of the specific date field

    Screenshot of the period of time field

  • Examination of
    If this section includes an examination of field, add the examined person by clicking the Add examinee button and either search for another current faculty member (i.e., internal person) or external person. If an external person does not currently appear in the search results, click Create External Person, complete the fields, and click Create. You can add multiple examinees by clicking the button again and you can remove examinees by clicking the minus button next to their name.

Screenshot of the process of adding an examinee

  • Examination at
    If this section includes an examination at field, add the location of the examination by clicking the Add organization button and either search for a college or department within Georgia Southern University (i.e., internal organization) or an external organization. If an external organization does not currently appear in the search results, click Create External Organization, complete the fields, and click Create. You can add multiple organizations by clicking the add organization button again and you can remove locations by clicking the minus button next to the name.

Screenshot of adding an organization

  • Member of (required)
    If this section includes a Member of field, select the type of organization or event for which you are or were a member.
    • Event - any event such as a conference or meeting
    • Organizational Unit - a college or other department within Georgia Southern University
    • External Organization - any organization which is not under Georgia Southern University

When selecting one of the above options you will be prompted to add the event or organization. Search for and select an event or organization if one exists. If the event or organization does not currently appear in the search results, click Create New, complete the fields, and click Create.

Screenshot of adding an event

  • Event (required)
    If this section includes an Event field, click Add event. Search for and select an existing event if one exists. If a record does not exist, click Create new, complete the fields, then click Create. The GS Commons Team will update the event information if needed.

Screenshot of the attending event field

  • Editorial work (required)
    If this section includes an Editorial work field, click whether your editorial work is for a journal, publisher, or event.  After selecting one of the options you will be prompted to add the journal, publisher or event. Search for and select the appropriate record if one exists. If an appropriate record does not currently appear in the search results, click Create New, complete the fields, and click Create.

Screenshot of the process of adding a journal

  • Talk or presentation held at (required)
    If this section includes a Talk or presentation held at field, select the type of organization or event at which the talk was held.
    • Event - any event such as a conference or meeting
    • Organizational Unit - a college or other department within Georgia Southern University
    • External Organization - any organization which is not under Georgia Southern University

When selecting one of the above options you will be prompted to add the event or organization. Search for and select an event or organization if one exists. If the event or organization does not currently appear in the search results, click Create New, complete the fields, and click Create.

Screenshot of the process of adding an event

If you need any help with the Activity Information section, contact the GS Commons Team.

Metadata Tab: Persons / Organizations

For the Persons / Organizations section, you may add the persons/organizations/Hosts involved in the creation of the activity. You can have multiple organizational affiliations listed, including research centers, institutes, and Research Impact Areas. If one or more of these is not relevant to a particular output, remove it by clicking on the Subtract symbol next to the name. You can add an affiliation by clicking edit and selecting Affilliate to an external organization or Affiliate to another organizational unit.

For yourself and any other current Georgia Southern faculty, make sure that the department where you hold your faculty appointment appears under your name.

Screenshot of the persons field

Add any related Research Impact Areas by clicking Edit next to your name, then clicking Affiliate to another organizational unit. Add any relevant Georgia Southern centers or institutes in the same way. If Georgia Southern University appears as a separate affiliation or as an author, remove it.

Screenshot highlighting the various types of information you can add to the persons field

To add additional authors, click Add person… and either search for another current faculty member (i.e., internal person) or add an external person. Use the Up and Down arrows to arrange authors as they appear on the work. Be sure to assign the Role the person performed in the activity if available.

If you are importing works from one or more previous institutions, make sure that your current department affiliation appears above the external institution where you served at the time that the work was published. To do this, click Edit next to your name, add the external organization, then click Update.

Screenshot highlighting the roles a person can be assigned

If you need any help with the Persons/Organizations section, contact the GS Commons Team.

Metadata Tab: Files & Links

Add any relevant documents or links in the Files and Links section. If there are no related documents or links, leave this section blank.

When uploading a file, please specify the type of file you are uploading. You have the ability to restrict who sees the file using the visibility drop down menu. The four available visibility statuses are:

  • Public - No restriction: The content is visible on the GS Scholars portal.
  • Campus - Restricted to specific IP range: Do not use.
  • Backend - Restricted to Pure users: The content is visible only on the back end to others logged in with a GS Scholars account.
  • Confidential - Restricted to associated users and editors: The email addresses of those who can view the record will be displayed. This includes other contributors as well as platform administrators.

 

Screenshot showing the process of adding a file/link

 

If you need any help with the Files and Links section, including with copyright terms or posting a file, contact the GS Commons Team.

Metadata Tab: Hosting a Visitor Information

To add a visitor, click Add visitor and search for or create an external person. Add information on the visitor's country and organization if known.

Screenshot showing how to edit visitor information

In the start date section you have the option to enter the specific date of the visit or a period of time over which the visit occurred.

Screenshot showing the specific date field

Screenshot shoing the period of time field

 

If you need any help with the Hosting a Visitor section, contact the GS Commons Team.

 

Metadata Tab: Visiting other institution information

To add a visited institution, click Add external organization and search for or create an external organization. Add information on the visitor's country and organization if known.

In the start date section you have the option to enter the specific date of the visit or a period of time over which the visit occurred.

 

If you need any help with the Visiting other institution information section, contact the GS Commons Team.

Relations Tab

Review the Relations tab to see if the record is related to any other records. Use this tab to identify any relations that should be added or removed from the current record. Relations provide an effective way to show relationships between scholarly outputs and activities, such as:

  • Showing what outputs or activities were produced under a specific project or grant.
  • Showing what outputs or activities were derived from a graduate thesis.
  • Showing what activities contributed to an eventual publication.
  • Showing what scholarly outputs or activities led to an invited paper, presentation, and/or press/media activity.

On the Relations tab, click on the title of any related record to open and edit the record. Also, relations may be added or edited in the Relations section on the Metadata tab of most records.

 

screenshot of relations tab with callouts

 

If you need any help with the Relations tab, contact the GS Commons Team.

 

For help, contact the GS Commons Team at digitalcommons@georgiasouthern.edu. A team member will respond as soon as possible during regular business hours.